Executive assistant (healthcare legal services) - a130 executive assistant (healthcare legal services) - a130 role at pearl work arrangement: remote (u.s. Time zones) job type: full-time work schedule: monday to friday, core overlap with pst time zones about pearl pearl works with the top 1% of candidates from around the world and connects them with the best startups in the us and eu. Our clients have raised over $5b in aggregate and are backed by companies like openai, a16z, and founders fund. They’re looking for the sharpest, hungriest candidates who they can consistently promote and work with over many years. Candidates we’ve hired have been flown out to the us and eu to work with their clients, and even promoted to roles that match folks onshore in the us. Role overview our client, a mission-driven legal services firm in the healthcare and innovation sector, is seeking an executive assistant to support its leadership and operations teams. This role combines precision, professionalism, and collaboration — ensuring that the firm runs efficiently across its daily operations. You’ll handle scheduling, communications, billing, and project coordination while supporting a dynamic leadership team that values initiative and excellence. Your impact as the firm’s organizational backbone, your work ensures smooth communication, efficient billing, and proactive coordination across projects. You’ll enable attorneys and leadership to focus on strategic legal work by keeping operations running with structure, reliability, and foresight. Core responsibilities calendar & scheduling management – 25% manage internal and client-facing scheduling for attorneys, partners, and team meetings. Maintain shared calendars and coordinate cross-department schedules. Use calendly and microsoft outlook to streamline availability and meeting logistics. Inbox & communication management – 20% monitor operations inboxes to ensure timely responses and proper task routing. Maintain a professional tone consistent with firm communication standards. Support attorney correspondence and leadership communications as needed. Billing, invoicing & administrative support – 20% support billing workflows using clio or equivalent practice management systems. Track billable hours, expenses, and ensure timely client follow-ups. Maintain documentation and reconcile billing procedures. Operational & project coordination – 15% collaborate with the operations manager on internal initiatives and vendor relations. Track firm priorities and tasks in asana. Coordinate event logistics, retreats, and firm-wide projects. Meeting preparation & follow-up – 10% prepare agendas, take meeting notes, and assign follow-up tasks. Track progress and confirm completion timelines in asana. Document & data management – 10% maintain and organize digital filing systems in microsoft sharepoint and teams. Ensure operational documents are up-to-date and version-controlled. Requirements must-have (required): 3 years of experience in administrative, executive assistant, or operations support roles. Proven experience in scheduling, inbox management, and billing workflows. Strong written and verbal english communication skills. Exceptional organization and attention to detail. Ability to manage multiple deadlines in fast-paced environments. Professional discretion and confidentiality. Comfort working directly with leadership teams. Nice-to-have (preferred): experience in healthcare, legal, or professional services sectors. Background in billing or client invoicing systems (e.g., clio, quickbooks). Familiarity with automation or ai productivity tools. Tools proficiency required: core tools: microsoft outlook, word, excel, powerpoint, teams document management: sharepoint project management: asana crm: hubspot scheduling: calendly billing: clio preferred: ai tools: notion ai, grammarly, chatgpt collaboration tools: google workspace, airtable benefits & compensation competitive salary: based on experience and skills remote work: fully remote—work from anywhere health coverage for ph-based talents: hmo coverage after 3 months for full-time employees direct mentorship: guidance from international industry experts learning & development: ongoing access to resources for professional growth global networking: connect with professionals worldwide work-life balance: flexible hours that support a healthy balance our recruitment process application screening initial interview skills assessment final interview job offer onboarding ready to join us? If this role aligns with your skills and goals, apply now to take the next step in your journey with pearl. J-18808-ljbffr